Mapsly imports data under CRM admin's credentials and doesn't automatically inherit user profiles their and access restrictions from the CRM. So data security beyond the default settings needs to be adjusted separately in Mapsly.
Access levels in Mapsly: objects, fields and records
Mapsly supports layered data security seen in most modern CRMs. Access can be restricted at the object level, field level and at the record level.
User profiles define access to objects and fields
User profiles are managed edited under Profiles & Permissions section of Setup:
A user profile defines whether a user with this profile has access to the object at all or if it is entirely hidden from them, and for each object that is visible to the user - whether users can view or modify records:
Field-level access can be adjusted by clicking on the 3-dot icon.
Owner-level and non-owner-level access
Object-level and field-level access is defined separately for records owned by the user ("Owner" line on the screenshot above) and the rest of them ("Non-owner").
How Single Sign-On is used to determine ownership
When a Mapsly account is linked to a CRM with Single Sign-On, when a Mapsly user logs in Mapsly receives their organization ID and the user ID and can match them against the owner user id for a record imported from this CRM. If case of match, the logged in user is granted owner-level access; otherwise - non-owner.
How ownership is determined for data sources without Single Sign-On
For data sources that are not linked to the Mapsly account with Single Sign-On, the owner user record id can be manually set by the account admin in a user properties:
Exact criteria of whether a user is the owner of a record
A user is granted owner-level access for a record only if the user’s CRM user ID (shown on the screenshot above) matches the record’s Owner. In other words, all of the following conditions must be met:
- The record’s object has an Owner field.
- The value of the Owner field is not null or empty.
- The logged in Mapsly user is either linked to a CRM user via Single Sign-On or has their External User ID field filled in manually by an Administrator.
- The User’s External User ID matches the records Owner.
If any of the these conditions are not met, the user is granted the non-owner-level access.
Ownership in objects with no owner ID field
If your object doesn't have an Owner field or the Owner field mapping is removed in the object's settings, Mapsly will assume such records are not owned by anyone so access to this data will be governed only by the Non-owner permission set.
Default user profiles and their settings
Similar to many CRMs, by default Mapsly offers two user profiles that cannot be removed:
- Administrator: has full control to imported data;
- Standard user: can see all objects and fields, but has access only to records that they own.
Users automatically registered in a Mapsly account with Single Sign-On are assigned the Standard user profile by default.
Winter 2021: rule hierarchy and record sharing are coming
In the "Winter 2021" release we'll be adding
(1) rule hierarchies and
(2) record sharing rules
that will allow you to expand a user's access to grant them Owner-level permissions to records owned by their subordinates or based on certain criteria.
Control access to features
In addition to controlling and restricting access to data, through user profiles' permissions you can also restrict access to Mapsly features like the ability to download data as CSV files from the Table view, draw territories or adjust field mapping when exporting data about local businesses to the CRM.